Coaching CRM & client intake
Organize inquiries, discovery calls, engagement details, intake forms, and onboarding. Keep the next action visible without copying client information between spreadsheets.
Custom systems / Executive coaching
Custom software for executive coaches and coaching firms.
Your coaching method should shape your software. OmniQuake designs coaching management systems, client portals, and connected workflows for independent executive coaches, leadership practices, and coaching firms worldwide.
Built around your practice
One connected experience.
From intake to the next milestone.
Start with the administrative handoff that interrupts your work. We scope a custom build around your process, users, and existing tools.
A branded coaching client portal
Give clients one place for preparation, agreed resources, session actions, and progress updates. Define exactly which records a client can view, change, or download.
Session preparation & follow-through
Connect preparation questions, agendas, session records, action items, and reminders. Keep private coach notes separate from material deliberately shared with a client.
Goals & progress tracking
Build your own framework for goals, milestones, reflection prompts, and check-ins. Agree how progress is recorded; avoid reducing a coaching relationship to an unexplained score.
Coaching engagement reporting
Track program dates, session usage, milestones, and agreed reporting for corporate engagements. Give sponsors only the information explicitly agreed for their role.
Connected scheduling & operations
Assess integrations with your scheduling, video meeting, email, forms, and payment providers. Plan time-zone handling, reminders, and reconciliation around supported interfaces.
An illustrative first release
Make the session-to-action handoff work.
Keep your existing scheduling tool if it serves the practice. A focused portal could cover preparation, agreed actions, and progress review before adding a wider coaching CRM.
Coach
Prepare and follow through
Review client preparation, keep private working notes, and deliberately share the actions agreed in the session.
Sharing boundaryPrivate notes stay outside shared actions and sponsor updates.
Client
Know the next step
Complete preparation, review agreed actions, update progress, and request a correction when something is unclear.
Sharing boundaryAccess is limited to the client’s own engagement and shared material.
Practice administrator
Keep the engagement moving
Manage assignments, bookings, and session usage without needing the content of coaching conversations.
Sharing boundaryAdministrative responsibility does not automatically grant access to coach notes.
Corporate sponsor
Review what was agreed
Receive approved updates on session usage or milestones when sponsor reporting is part of the engagement.
Sharing boundaryThe reporting agreement defines the fields; full session records are separate.
Check the boundaries before launch.
Use fictional accounts to test a draft action, a reassigned coach, a rejected sponsor update, and an engagement that has ended. Check searches, downloads, and notifications as well as what appears on screen.
Illustrative scope for discussion. Your practice’s access rules, reporting agreements, and final deliverables are defined in the proposal.
Buy, connect, or build
Choose the system your practice needs.
An existing coaching platform may already cover booking, forms, and basic client management. A custom system is worth exploring when your method, permissions, reporting, or connected tools require something different. We assess that fit before defining a build.
Compare software optionsIndependent executive coaches
Start with one repeatable process, such as intake-to-onboarding or session-to-action tracking. Keep the scope proportionate to the practice.
Coaching firms & leadership programs
Explore shared administration, coach assignments, engagement templates, role-based client access, and consistent operational reporting.
Working across borders
Agree on time zones, languages, data hosting, export and retention needs, and the responsibilities relevant to your markets. Localization and multi-currency workflows can be assessed during discovery.
Before you commission a system
Questions from coaching practices.
Is this an off-the-shelf coaching platform?
This is a custom development service, and you own the delivered platform outright. Our in-house team builds and tests it under Matthew’s oversight, then trains you and your team. Ongoing support is available through a customized plan; hosting and third-party costs are detailed in the proposal.
Can you connect our existing coaching tools?
We review the supported APIs, permissions, exports, and provider terms for your tools before confirming an integration. You may be able to retain scheduling or billing software and add only the missing workflow.
Can private notes stay separate from sponsor reports?
Yes. We can design separate permissions and reporting views around the boundaries you agree with clients and sponsors. Access rules, sharing steps, and export behavior become part of the project’s acceptance checks.
Can you support a global coaching practice?
We work remotely with businesses worldwide. Discovery establishes communication hours and the markets, languages, time zones, and operational requirements the software must support.
What should we bring to the first conversation?
Bring a walkthrough of one coaching engagement, the tools you use, who needs access, and the handoff that causes the most friction. Fictional examples of forms and reports are enough to begin.
Related capabilities
The building blocks of your coaching system.
See how we approach connected records
Explore the software portfolio.
Our care operations, case management, recovery residence, and sports data projects show approaches to connected records, user roles, and reporting. They provide examples to discuss when designing your coaching system.
View OmniQuake’s workBuild with OmniQuake
Make more room for the coaching.
Start with a conversation about your practice, the problem you want to solve, and the best way we can support you.
Discuss your coaching system